Overview of Research

Administration

Pre Award

January 2012

Presented by the

Division of Sponsored Research

Skylar Gator Side

How Are We Organized?How Are We Organized?

Office of ResearchDr. David Norton, Vice President for Research

Grinter Hall

Division of Sponsored Research

Office of Technology Licensing

Research Communications

Animal Care Services

IRB and IACUC

Research Compliance

OFFICE OF RESEARCH

Red, White,Red, White,& Blue Gator& Blue Gator

Division of Sponsored Research

The Division of Sponsored Research (DSR) was established in 1962 by an act of the Florida Legislature.

Purpose: To manage and stimulate the University’s research program.

Florida Statute: 1004.22

Pre Award

Post Award

Funding Information

Proposal Review and Submission

Negotiates Awards and Other Agreements

Accepts the Award and issues NOA

Releases Budget into Accounting System

Invoices and Collects Payment

Close Outs

Prepares Financial Reports

Non-Accounting Activity

Accounting Activity

A closer look at Pre Award

Construction Gator

Sobha Jaishankar, Funding Information

Judy Harris, Proposal Processing

Dee Dee Teel, Award Administration

Division of Sponsored Research

PROGRAM INFORMATIONFUNDING OPPORTUNITIES

2 Senior Information Specialists

Assigned Specific Area of Interest

Disseminate Information to Colleges, Depts, and Individual PIs

Personalize Funding Searches

Publish “FYI” Online

Telecommunigator

PROPOSAL DEADLINES!

1. PI

2. Dept

3. College

4. DSR

ROUTING PROPOSALS

4 Levels of Approval

Contact DSR or Your Local Research Office & Ask Questions Early

Follow Agency Guidelines

Collect UF approvals (DSR-1 or MyUFL Express Proposal/PeopleSoft)

Submit to DSR for Final Approval

We need to meet the Deadline!

Things Proposal Processing look at:

Agency Forms

Budget / IDC Correct

Cost Sharing

Federal Conflict of Interest Disclosure (NSF, NIH)

Subcontractor Documentation

Jazzi GatorJazzi Gator

Submit

Proposal Processing And PreAward Services

NEGOTIATE AND EXECUTE MANY TYPES OF GRANTS AND AGREEMENTS

Research Agreements & Clinical Trials

Confidentiality Agreements

Consortium & Teaming Agreements

Contracts & Subcontracts

Purchase Orders (Incoming)

The Award is Fully signed The Award is Fully signed

Now What?Now What?

AWARD ADMINISTRATION

DSR Receives the Award Document

DSR Generates a Notice Of Award (NOA)

DSR Distributes to PI, Department Administrator, and C & G Accounting

C & G Accounting Activates the Project in PeopleSoft

Budget is Released and HR Account CodeEstablished

You Can Now Spend

Waiter Waiter GatorGator

AWARD ADMINISTRATION ASSISTS with many POST AWARD BUSINESS FUNCTIONS

•Pre Award Costs

•Assigning Budget Control Levels (KK Levels 3 vs. 5)

•Rebudgeting

•Prior Approval for Award Changes

•Subprojects (internal)

•Subcontracts, Subawards, Subrecipients (external)

•Overexpenditures

•Cost Transfers

•Expense Advances When Working in Remote Locations

•Program Income

•Purchasing

•Travel (GSA Rates or Rates set by Sponsor)

•No Cost Extensions

AWARD ADMINISTRATION ASSISTS with Many POST AWARD BUSINESS FUNCTIONS

AWARD ADMINISTRATION ASSISTS WITH ALL POST AWARD BUSINESS FUNCTIONS-

Continued

•Equipment ($5,000 or more)

•Records Management (3 years from Final Invoice)

•Change of Principal Investigator

•Absence of the Principal Investigator

•Change of Grantee Institution

•Closing Out a Project

(90 and 30 day early warning message)

Research Policies & Procedures

Research Handbook www.research.ufl.edu/research/handbook/researcher_handbook

•Who can be a PI

•UF Cost Accounting Standards

•UF Cost Sharing Policy

•UF Indirect Cost Policy

•UF Indirect Cost Return Policy

•Use of Human Subjects in Research

•Use of Vertebrate Animals in Research

Rainforest GatorRainforest Gator

•Use of Biohazards and Recombinant DNA •Use of Radioactive Materials and Radiation-Producing Devices

•Responsible Conduct in Research

•UF Conflict of Interest and Outside Activities Policy

•UF Financial Conflict of Interest Policy

•UF Scientific Misconduct Policy

•UF Export Control Guidance

Research Policies & Procedures cont.

Faculty (PI)

Department Chairs

Center Directors

Deans

Dept & College Administrators

Research Offices

Other University Business Units

RESEARCH TEAM

Vincent Van Go Gator Vincent Van Go Gator

Summary of Sponsored Research Activity – FY11

$619M Awards

7,252 Active Projects

1012 Different Sponsors

4,887 Proposals Submitted

1,750 Faculty Receiving Awards

Darth GatorDarth Gator

FY 11 Sponsored Research Awards

By SPONSOR TYPE (in millions)

$ 416 Federal 67%

$ 61 State/Local 10%

$ 77 Foundations 13%

$ 44 Industry 7%

$ 20 Other 3% Gainesville GatorGainesville Gator

FEDERAL FUNDING

SponsorSponsor in millionsin millions

NIHNIH $ 166$ 166

USDAUSDA $ 64$ 64

NSFNSF $ 44$ 44

DODDOD $ 33$ 33

EdEd $ 22$ 22

EnergyEnergy $ 14 $ 14

Research Awards by Academic Unit(in millions)

$ 323 Health Science Center 52%

$ 128 IFAS 21%

$ 66 College of Engineering 11%

$ 46 CLAS 7%

$ 44 All Other 9%

Research Awards HSC($323 M)

$ 268 Medicine

$ 18 Public Health

$ 14 Dentistry

$ 11 Pharmacy

$ 9 Vet Med

$ 1 Nursing

$ 2 PHHP/Medicine Integrated Pgms

Top Institutions in Licensing Income, FY 2004   (Source:  AUTM)

InstitutionInstitutionLicensing Licensing

incomeincome

U.S. Patent U.S. Patent Applications Applications

FiledFiled

U.S. U.S. Patents Patents IssuedIssued

1. New York University1. New York University $109,023,12$109,023,1255

110110 2323

2. California system2. California system $74,275,000$74,275,000 965965 270270

3. U. of Wisconsin at3. U. of Wisconsin at MadisonMadison $47,689,165$47,689,165 217217 9393

4. Stanford University4. Stanford University $47,272,397$47,272,397 277277 8787

5. University of 5. University of MinnesotaMinnesota $45,550,764$45,550,764 153153 3838

6. University of Florida6. University of Florida $37,402,284$37,402,284 301301 5353

Popular Pre Award TopicsPopular Pre Award Topics

Proposal BudgetsProposal BudgetsCost SharingCost SharingCost Accounting StandardsCost Accounting StandardsElectronic Proposal SubmissionsElectronic Proposal SubmissionsGrants.govGrants.gov

BUDGET

TOTAL COST CONCEPT

Direct Costs

IDC or Overhead

+ Cost Sharing (if any)

= Total Project Cost

Gene, The DNA GatorGene, The DNA Gator

DIRECT COSTS

Costs That Directly Benefit Project

Account for With a High Degree of Accuracy

Easily Identified & Allocable

Defined in OMB Circular A-21ArtigatorArtigator

INDIRECT COSTS

Indirect Costs

Not Easily Allocated or Identifiable to a Specific Project

Include the Appropriate Rate in Budgets

- Federal / Non-Federal

UF does not waive indirect costs

Recovered IDC is returned to PI, Dept, Center and College

COST SHARING

Cost Sharing represents that portion of project costs not paid for by the sponsor

OMB Clarification Memo dated 1/5/2001

UF Cost Share Policy dated 11/6/2002

- Mandatory

-Voluntary Committed

-Voluntary Un-committed

COST ACCOUNTING STANDARDS

OMB A-21 our federal cost principles

A21: Items such as salaries of administrative and clerical staff, . . . office supplies, postage, local telephone costs and memberships, shall normally be treated as an indirect cost.

CAS Exemption Request Form most recent version 5/1/2006.

Grants.gov

* Visit DSR’s Grants.gov & UF web site

* Training as Requested

All AmericanAll American GatorGator

Grants.gov DeadlinesGrants.gov Deadlines

ForFor NIHNIH grant submissiongrant submissionss, we highly , we highly recommend you make every effort to submit recommend you make every effort to submit your Grants.gov proposals to DSR at least 10 your Grants.gov proposals to DSR at least 10 business days prior to the NIH deadline.business days prior to the NIH deadline.

For all For all agencies other than NIHagencies other than NIH, DSR , DSR highly recommends you make every effort to highly recommends you make every effort to submit your Grants.gov proposal to DSR no submit your Grants.gov proposal to DSR no less than 5 business days prior to the less than 5 business days prior to the agency deadline.agency deadline.

Research Administration Training Series: Spring 2011

Register through the DSR Web Site

2/9/11 Overview of Research Administration – PreAward

2/23/11 Grant Funding Information and Agency Updates

3/9/11 Proposal Preparation, Processing and Review

3/24/11 Subcontracting (Pre and Post Award)

4/6/11 Understanding the Award Process

4/20/11 Building Realistic Budgets

5/4/11 Responsible Conduct in Research/ Conflict of Interest

5/18/11 Export Control Overview

5/31/11 The Auditor’s Perspective

DSR Website DSR Website

www.research.ufl.edu

Thank YouThank You

Gator GradGator Grad